Administrator

Job overview

The Community Respiratory service is currently looking to recruit an enthusiastic and motivated part-time Administrator to work in our Huntingdon Admin Hub based at Kingfisher House. The role is a permanent contract working 30 hours per week.

The Respiratory Service exists to deliver high quality care for adult patients with chronic respiratory conditions.

We are looking for an enthusiastic and reliable individual who is passionate to achieve, develop and progress their career and to really make a difference to our patients and service.

• Processing & managing all incoming referrals.
• Manage the service email accounts.
• Provide administration support to manage the service waiting lists, caseloads & patient’s pathway.
• Action clinic & appointment changes as required.
• Keeping up to date records on internal & external systems.
• Creating & sending service correspondence via post & email to patients & external third-party organisations.
• To be the first point of contact for patients.
• Provide the service general administration, project & business administration support.
• Arrange & provide administration support for service governance meetings.
• Additional & adhoc tasks as required & directed by Senior Administrators, Admin & Clinical Leads.

Working for our organisation

Cambridgeshire & Peterborough NHS Foundation Trust is a health & social care organisation dedicated to providing high quality care with compassion to improve the health & wellbeing of the people we care for, as well as supporting & empowering them to lead a fulfilling life.

Our clinical teams deliver many NHS services not only via inpatient and primary care setting but also with the community. These services include Children, Adult & Older Peoples mental & physical health, Forensic & Specialist mental health, Learning Disabilities, Primary Care & Liaison psychiatry, Substance misuse, Social care, Research & Development.

To achieve our goal, we look to recruit high calibre candidates that share our vision & values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including disabled people & members of our ethnic minorities & LGBTQ+ communities.

Please be advised we reserve the right to close adverts earlier than the closing date should we receive sufficient applications.

Regrettably, we cannot offer sponsorship for all our job roles. If you apply for a role that we cannot offer sponsorship for, unfortunately, your application form will be rejected from the process.

For further information on CPFT, please visit our website at www.cpft.nhs.uk

Detailed job description and main responsibilities

Please refer to the attached job description and person specification for full details of responsibilities

You will need to hold a full UK driving licence* and have use of a vehicle. You cannot use public transport for this role as this is not a reliable form of transport and will not allow you to meet service needs. Please confirm in your application that you meet the specified criteria.

• Managing all forms of correspondence, reports and summaries that are required by the team.
• Undertake diary management for clinicians and/or managers, as required.
• Organise appointments, using appropriate brought forward systems to manage work.
• Inputting and updating service user information and service user/team activity on computerised information systems, creating service user notes where necessary and according to policy.
• Maintain filing in both paper and electronic records, ensuring that it is kept up to date at all times. In accordance with Trust procedures, track and receive notes in a timely manner.
• Ensure good customer service by providing a professional and effective telephone service, taking accurate messages and providing information and signposting as requested and appropriate.
• Undertake training of new staff as directed by Line Manager and/or other managers.
• Provide cover as directed by Line Manager for other members of the admin team in their absence and assist with their workloads as necessary and undertake such other duties as may be reasonably required commensurate with the grade of the post.
• DVLA have a number of reciprocal arrangements with overseas countries, for further information please visit the DVLA website

Person specification

Education / Qualifications

• Educated to GCSE standard.
• Good command of written and spoken English
• Level 2 in Business Administration or equivalent experience

Skills & Abilities

• Excellent customer care skills
• Able to work on own initiative
• Good organisational skills
• Able to work as part of a team
• Excellent telephone manner

• Knowledge of Medical Terminology
• Knowledge of Data Protection Act

Knowledge & Understanding

• Clear understanding of confidentiality and the importance of maintaining confidentiality for patient

Experience

• Experience of working in a busy and fast paced office/customer facing environment
• Experience of planning and organising own workload and of staff within own span of control
• Experience of supporting a multi-disciplinary team

Other

• Must have use of a car and a U.K. Driving Licence

Here at Cambridgeshire and Peterborough NHS Foundation Trust (CPFT) we are dedicated to providing high quality care with compassion. We deliver many of the NHS services that are provided outside of hospital and in the community such as physical, mental health and specialist services.

We are a health and social care organisation, offering a wide range of services, including:

• Integrated physical and mental health services for adults and older people;
• Specialist mental health and learning disability services;
• Children and young people’s mental health services;
• Children’s community services in Peterborough;
• Social care;
• Ground-breaking research

We strongly encourage applications from all sections of the community, particularly from under-represented groups including disabled people and members of our ethnic minorities and LGBTQ+ communities. For further information about our positive equality, diversity and Inclusion work, please visit https://www.cpft.nhs.uk/equalityanddiversity.

CPFT is looking to build upon its pool of temporary workers with Temporary Staffing Services (TSS). You will be asked at interview if you would be willing to register with TSS. This is an excellent opportunity for those looking to take on additional hours that are flexible around your personal circumstances.

Please be advised that in line with the WHO Health Workforce Support and Safeguards List, 2020 Cambridgeshire and Peterborough NHS Foundation Trust currently are unable to accept applications from overseas candidates whose country of residence is classed as a ‘Red List’ country.

Applicants who require entry into the UK will be required to provide a valid police certificate from the relevant authority from each country (except the UK) where the applicant has been present for 12 months or more, 10 years before the date of visa application, while aged 18 or over.

If you are successful at interview you will be subject to pre-employment checks, including a DBS (if appropriate), references and Occupational Health. To ensure a smooth process please bring all identity documents to your interview. A list of required identity documents will be attached to your interview invitation.

All communications will be sent to you via TRAC Systems. By applying for this post you are agreeing to CPFT transferring the information contained in this application to TRAC. If you are made an offer, information will also be transferred into the national NHS Electronic Staff Records system.